Press Office Management system

Tender description

Why the Work is Being Done The Prime Minister’s Office and Cabinet Office Communications Team (Press Office) require a tool to enable them to record the calls that they receive from - and the responses they give to - journalists, and to enable them to better manage the documents that they have. The Press Office currently rely on Google Drive and individual Gmail accounts to manage their processes. Problem to Be Solved Call management. The team manage calls in their own mailboxes, which constrains teamwork across portfolios Inadequate search Google Drive provides global search functionality, but the search takes place across the entire Cabinet Office domain. Searching in Google returns a large number of documents Google Drive does not allow tagging, so it is not possible to sort documents into a logical order, for example by Policy Area, Document Type etc, except within folders and by using a naming convention that makes document naming unnecessarily complex. Who Are the Users User Needs and System requirements can be found in Annex A: Press Office Call Management Tool: Requirements Early Market Engagement We have not done any early market engagement. The team have reviewed other government departments (OGD) applications specifically designed to support Press Office activities. Work Already Done A broad scope discovery phase has been undertaken by the Cabinet Office Digital and Technology team and is provided as an annex. Existing Team You will be working with The Cabinet Office Press Office as well as the Cabinet Office Digital and Technology Team. Current Phase Not started Work Location 1 Horse Guards Road and 10 Whitehall Cabinet Office locations Working Arrangments You will ideally work close to London, be available for daily stand-ups (these can be via conference call) be available in London for sprint demos and other important meetings. Security Clearance Basic security check Additional T&Cs Skills & Experience Have experience of working with multi-agency departmental programmes Detailed understanding of government digital service standard and Technology Code of Practice, including GDS service design manual and wider industry-standards Experience in using evidence-based research to inform a user-centred redesign, focused on external users’ needs, end-to-end user journeys, motivations and goals Have good understanding and experience of meeting AA accessibility standards Have a strong understanding of the requirements for Hosting OFFICIAL and OFFICIAL SENSITIVE information Nice to Haves Previous experience of working with Government Departments Experience of implementation of press office call management solutions Understanding of Press Office and Government communications No. of Suppliers to Evaluate 6 Proposal Criteria Technical solution Approach and methodology How the approach or solution meets user needs How the approach or solution meets the organisation's goal Estimated timeframes for the work Value for money Cultural Fit Criteria Be transparent and collaborative when making decisions Take responsibility for their work Can work with clients with low technical expertise Payment Approach Fixed price Assessment Method Written proposal Evaluation Weighting Technical competence 40% Cultural fit 15% Price 45% Questions from Suppliers Budget range